How to Maximize Attendance for Your Team Building Event

You found our article on how to maximize attendance for your team building event.

Ever planned an event, put in tons of effort, and then faced the dreaded low turnout? Oof. It’s frustrating. Organizing a team-building event is one thing, but ensuring people actually show up is a whole different game. Luckily, based on our experience, there are some tried-and-tested strategies to make sure your team building event is packed with eager participants, engaged and ready to have fun!

Boosting attendance isn’t just about filling seats—it enhances engagement, ensures the impact of the event, and maximizes resources. But it takes some effort and a mix of strategic planning, effective communication, and enticing incentives.

Follow these nine steps to maximize attendance for your team building event and make it a massive success!

Know Your Audience

Understanding your audience is the secret sauce to planning a team-building event people actually want to attend. Instead of assuming what employees might enjoy, take the time to really analyze:

What are their demographics, interests, and preferences?
What kind of activities do they find fun and engaging?
Do they thrive on competitive challenges, collaborative tasks, or casual social interactions?

One common mistake HR makes is assuming that what they enjoy is what everyone will enjoy. But here’s the thing—some of the highest-attended events we’ve hosted (about 80% of them!) happened when HR let the employees vote on the activities.

For example, if you’re organizing a team-building event for a regional sales team, chances are they’d prefer something energetic, hands-on, and physically engaging. But when we planned one for a data team, they gravitated toward puzzle-solving and strategy-based activities—things that stimulated their minds without requiring too much physical movement.

So, let your team have a say in what they actually want to do. The more relevant and tailored the event is to their interests, the more likely they are to show up excited and ready to participate!

Create Compelling Content

Let’s be honest—if your event sounds boring, why would anyone want to show up? Even you wouldn’t, right? So, make it exciting!

Plan relevant and engaging activities. Consider running a survey beforehand to ensure you’re selecting the best experiences.
Offer exclusive perks to draw attendees in—think unique swag bags, kit experiences, or giveaways.
Use high-quality visuals when promoting the event—fun GIFs, eye-catching graphics, and teaser videos work wonders!

Bottom line: If you want high attendance, don’t skimp on making your event sound (and look) irresistible.

Send an Initial Invitation in Advance

People are busy, and their calendars fill up fast. The best practice is to send invitations at least three weeks in advance—earlier if possible.

Plan ahead! Consider scheduling events for the entire quarter (or even the year) to give everyone ample notice.
Need help organizing? Tap into free planning tools or workshops to streamline the process.

The sooner you lock in the date, the higher your chances of securing attendance. Ultimately, maximising attendance for your upcoming team building event.

Utilize Multiple Communication Channels

One email isn’t enough. People get bombarded with messages every day, so make sure your event stays top of mind:

Use various channels—emails, Slack, WhatsApp, text messages, and even town hall announcements.
Add it to the company calendar for visibility.
Consider creating a dedicated landing page for RSVPs, making it visually appealing and easy to navigate.
No fancy landing page? No problem! Even a shared company calendar with scheduled reminders can do the trick.

Get the word out multiple times and in different ways. The more touchpoints, the better!

Get Leadership Involved

When searching for “how to maximise attendance for team building event”, think about your company’s culture. Most of the time, company culture is influenced from the top down—so if managers and leaders actively participate, employees are more likely to follow suit.

Encourage leadership to attend the event and express the importance of participation.
Have them send out personal invitations or shoutouts to build excitement.

When employees see leadership valuing the event, it reinforces that it’s worth their time.

Build Anticipation

Creating buzz around your event makes people curious and eager to attend.

Use fun teasers, countdowns, sneak peeks, and hidden “Easter eggs” to generate interest.
Ice-breaker games, trivia questions, or little pre-event challenges can be a great way to keep engagement high leading up to the event.

A little mystery and excitement go a long way in boosting attendance!

Create a Follow-Up Sequence

A one-time invitation won’t cut it—people need reminders.

After the initial announcement, follow up 1-3 times before the event.
We suggest:
- Teasers and sneak peeks: Two weeks before the event.
- Official follow-up with details: One week before.
- Final reminder: 1-2 days before, plus a morning-of excitement boost.

By reinforcing the importance of the event at multiple touchpoints, you’ll significantly reduce no-shows.

Engage with Potential Attendees

Even after RSVPing, some people might hesitate or forget.

Drop fun inside jokes, interactive polls, or teaser content to remind them why they don’t want to miss out.
A little FOMO (fear of missing out) can go a long way—highlight who’s already attending and what they’ll be missing if they skip it.

Keeping the conversation going builds excitement and strengthens commitment, maximising attendance for team building event.

Incentivize Attendance

Everyone loves a good reward!

Offer perks like raffles, extra PTO, small gifts, or even charity donations based on attendance.
Tie attendance to something meaningful—maybe a company initiative or a cause employees care about.

People are naturally more motivated when there’s a tangible benefit for showing up!

Conclusion: Team Building Doesn't Need to Be Costly

A mix of anticipation-building, leadership endorsement, and incentives will turn your event from “meh” to must-attend!

At the end of the day, great attendance starts with great planning. By making your event relevant, engaging, and well-communicated, you’ll set yourself up for success. A mix of anticipation-building, leadership endorsement, and incentives will turn your event from “meh” to must-attend!

Now, go and start planning your next team-building event—and watch your attendance skyrocket! 🚀

Why Braver Strides?

At Braver Strides, we know that team building isn’t just about filling time—it’s about creating experiences that drive real, lasting change. Every activity we host is carefully crafted to reflect your team’s unique dynamics and challenges.

We don’t just leave you with a fun day and good memories; we take it further with guided debriefs to turn those experiences into actionable insights. Teams walk away with improved collaboration, better communication, and a deeper understanding of how to work together effectively.

Whether it’s a creative cooking challenge, a gamified CSR initiative, or a customized scavenger hunt, Braver Strides delivers team-building experiences that are engaging, impactful, and designed to make a difference.

Your team deserves more than just another activity. Ready to transform the way your team connects? Let’s make it happen. Contact Braver Strides today to start building the kind of team that drives your company forward.

Contact us today to arrange your very own team building event and discover how this innovative approach can bring your team closer together while making a difference in the community.